Creating Price Items – the basics

Add a Price Item:

A Price Item is something you sell to students; there are 4 categories: course, accommodation, transfer and sundry items plus package which is a combination of the others. This is where we create the price item and later on this page we will add the prices that you charge for the item.

The first stage of creating a Price item is the same for all booking items and is as follows.

Go to Course Admin – Price Items – Add and you will see the following:

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Master Price List – This drop down will reveal all the Master Price Lists you have. Choose the one you want to add prices to.

Category – This will show the different types of booking items: course, accommodation, transport and sundry plus package. Select a category.

Click here to select default items – once you have selected a category to add to the Master Price List all the items of that type will appear. You will need to select one to add prices to.

Active – Only active price items can be added to bookings.

Code – Put a code to distinguish it from other items.

Name – Put a name to distinguish it from other items.

Notes – Free space.

When you have finished click Save and Edit and the Price List and Linked Item tabs will become active.

The Price List page:

The Price List contains the prices for the price item. (This is slightly more to this for accommodation items and it dealt with here, but the basic principals are the same.)

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Master Price List – this shows the Master Price List being worked on.

Price Item – give your item a name.

From Date – this is the date that this price list will be effective from. Note you cannot backdate a price list. That day’s date or a future date are all that is possible.

Currency – You can have a price list for this item in any currency that you have created in Look Ups

Default Commission – If you pay a standard rate of commission to agents for this type of price item enter the rate here. If you have some agents who receive other than the default rate of commission you can put the rate on the agent’s card and when they book this type of item the rate of commission on their card will override the default rate here.

VAT – There are default rates of VAT for each type of price item. You should enter your default VAT rates in Settings.

Active – A price item can only have one active price list at any time. If you tick this box then it will deactivate all others for this item. If you have a price item, let’s say a course, which has low season rates and high season rates then you should create a price item and a price list for both rates, i.e.

Course Name                 Price Item Name         Price Item Rate      From Date        Active

GE25 ( Jan – May )      GE25 ( Jan – May )                    100                    1st Jan               Yes

GE25 (Jun – Aug )        GE25 (Jun – Aug )                     150                    1st Jan               Yes

Calculator – This tells the system the prices to apply for the price item. Items can be price either in weeks: accommodation and courses, or units: transfer, registration fee etc., The value column is where the cost per week or unit goes. When you have put your prices in click Reset and check that the prices are as you wish.

All Before – if this option is chosen it applies discounts to all previous items. In the example below if 3 items are ordered the cost is 450 but if 4 are ordered the cost of all previous items drops from 150 to the new rate of 125. Making a total price for all 4 items of 500. This new rate will continue up to the 7th after which a new rate of 115 will apply to all previous items

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From this point – If you choose this option for pricing it tells the system to apply price breaks or discounts in steps. Here is an example where we have put 3 price values. After you click Reset you will see the price breaks: 1-3 are charged at 150, 4-7 at 125 and 8 onwards at 115. This means that if 3 are ordered the cost will be 450 but if 4 are ordered the cost will be 575 i.e. the discount is applied from the 4th unit onwards.

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Click Save when you are happy with the price rates.

The Linked Items page:

Sometimes when a price item is booked there is another item associated with it, for example, if you arrange accommodation for students you may add a Booking Fee. The Linked Item page connects the main item with another item(s) and adds the linked item(s) to the invoice and elsewhere in the system automatically whenever the main item is booked.

Obviously, before the linked item can be connected to the main item it must exist in your Price Lists etc.,

Here is a video showing how to create a link between two items: